3.1.010 Equipment Inventory

Authority: 2019 7 CFR 246.24(d), 246.25(a), 2 CFR 200.313

Issued: 01/1981

Revised: 10/2019

Policy:

The local agency (LA) shall use state agency (SA)-provided WIC inventory tags to identify equipment purchased with WIC funds by the LA and the SA.

The LA shall maintain an inventory list of all equipment purchased with WIC funds, both by the LA and the SA.

The LA shall reconcile the WIC equipment inventory biennially and record the date of reconciliation. All changes to the location or disposition of the WIC equipment shall be submitted to the SA.

All equipment purchased with WIC funds by the LA and by the SA belongs to the SA and must be returned to the SA if the LA discontinues WIC services.

Equipment purchased jointly with WIC funds and other funds must be inventoried according to the procedures below.

Procedures:

1. For inventory purposes, the LA shall permanently tag all equipment in the categories below purchased with WIC funds. In addition, the LA shall permanently tag all other equipment with a useful life of more than one (1) year and an acquisition cost of at least $500.00 purchased with WIC funds. The SA will supply WIC inventory tags to the LA. The equipment to be tagged includes, but is not limited to:
   1. Computers (desktops, laptops, and tablets)
   2. Computer monitors
   3. Printers
   4. Scanners
   5. Signature pads
   6. Network switching equipment (including routers, hubs, etc.)
   7. Hemoglobin analyzers
   8. Anthropometric equipment (scales and height boards)
   9. Card reader/writers
2. The LA shall maintain a multi-user hospital grade electric breast pump inventory, even if the replacement cost is less than $500. (See policy 2.1.030.)
3. The LA shall maintain and update an inventory list of all equipment purchased with WIC funds. A physical verification of all equipment will be performed during LA biennial monitoring visits to be matched with SA property records. The LA inventory list shall contain all of the following information:
   1. Description and type of equipment (e.g., computer, monitor, printer)
   2. Serial number, if available
   3. WIC inventory tag number
   4. Model number/manufacturer name, if available
   5. Date of purchase (only for LA-purchased equipment)
   6. Purchase price (only for LA-purchased equipment)
   7. Percent of WIC funds used, if purchased jointly
   8. Site where equipment is located
   9. Status of equipment (e.g., currently using, spare, broken, lost or stolen)
4. The LA equipment inventory may be integrated into the overall local administrative agency's inventory. However, equipment purchased with WIC funds must be so designated. Equipment purchased jointly with WIC funds and other funds must indicate the total acquisition cost and the portion funded by WIC. When determining if jointly purchased items must be inventoried, the total acquisition cost of the equipment is the basis of the determination.
5. Prior to purchasing new equipment not budgeted and approved as part of the local agency plan (LAP), the LA shall submit the request to purchase equipment to their technical assistant (TA) for approval. (Refer to policy 5.1.070.) WIC inventory tags will be mailed to the LA if the equipment is to be tagged.
6. All equipment used for the WIC program shall be properly maintained and repaired as needed, and be kept secure from theft or vandalism.
7. Upon request of the SA, the LA shall make the equipment inventory list available within five (5) business days. The LA shall also allow the SA to inspect the equipment and inventory tags upon request.
8. The LA shall obtain written authorization from the SA before doing any of the following with WIC-purchased equipment:
   1. Loaning
   2. Transferring
   3. Trading
   4. Selling
   5. Destroying
   6. Removing from the inventory list
9. The LA shall retain Department of Health and Senior Services’ Non-Expendable Property Transfer/Reassignment forms (DH-60), utilized to update the location and status of equipment, to ensure accuracy of inventory.
10. The LA shall retain inventory lists until notified by the SA that it has been a minimum of three (3) years following the date of submission of the final expenditure report for the period to which the inventory list pertains or until resolution of any issues resulting from an audit or other action that may arise, whichever is longer. The SA will notify the LA when inventoried items may be removed from the inventory list.

3.1.020 WIC Equipment: Temporary Loan, Repair and Replacement

Authority: 2008 7 CFR 246.6(b)(1) and 246.16(d)(2)

Issued: 01/1993

Revised: 10/2009

Policy:

The local agency (LA) shall be responsible for assuring equipment purchased with WIC funds or purchased by the state agency (SA) and placed for use in a LA's facility, are available to conduct WIC program services.

All equipment shall meet SA requirements and comply with the SA specifications, be properly maintained and repaired as needed, and kept secure from theft or vandalism.

The LA must pay from non-WIC funds for replacement or repair of equipment purchased with WIC funds that was damaged, lost or stolen due to LA negligence.

Procedures:

State-owned Equipment:

1. The LA is responsible for appropriate security and use of any state-owned equipment while it is in the possession of the LA.
2. If any state-owned WIC equipment is damaged, lost, stolen or becomes unusable while in the possession of the LA, repair or replacement will be handled as follows:
   1. The SA will pay for replacement or repair of the equipment when due to:
      1. Natural phenomenon (for example, flood, fire etc.)
      2. Normal wear and tear from extended use.
      3. Other circumstances beyond the LA's control.
   2. The LA must pay from non-WIC funds for replacement or repair of the equipment when due to LA negligence or other circumstances within the LA's control.

LA-owned Equipment:

1. When dealing with WIC-purchased equipment, the LA will report problems and proposed steps to correct the problems to the SA.
2. The SA staff will recommend repair or replacement, depending on which is the most cost effective.
3. When billing on the WIC Monthly Administrative Cost Invoice (WIC-24):
   1. Repair costs are billed on the "Administrative Office Costs" line item. Refer to policy 5.1.090.
   2. Equipment costs are billed on the line item appropriate to the purchase. Refer to policies 5.1.070 and 5.1.110.
4. The LA may request a budget amendment to repair or replace the equipment.
   1. The SA will give a budget amendment only if funding is available and projections show that the LA will exceed the contract by the end of the fiscal year.
   2. If repair is more cost effective than replacement, but the LA chooses replacement, then the budget amendment will be for no more than the cost of the repairs.
5. The LA must assure that all WIC functions continue to be done appropriately while the equipment is being repaired or replaced. The SA will provide loaner computer equipment to the LA; however, the SA will not provide loaner health assessment equipment to the LA.

3.1.030 Income Guidelines

Authority: 2008 7CFR 246.7(d)

Issued: 10/1990

Revised: 10/2009

Policy:

The state agency (SA) shall implement the new income guidelines at the same time when MoHealthNet (Medicaid) implements the new income guidelines each year. The income guidelines will not exceed 185% of poverty level.

The local agency (LA) shall use the income calculator in the Missouri WIC Information Network System (MOWINS) to determine income eligibility for the program at certification and recertification.

Procedures:

1. The SA will assure that MOWINS is kept current with income guidelines changes each year.
2. The SA will supply the LWP with copies of the income guidelines to use for assessment purposes when the data system is not available. Refer to ER# 3.02000.
3. The SA will post the income guidelines on the state WIC web site and also send the income guidelines to appropriate referral agencies as needed.
4. When new applicants are prescreened, the LA can determine income eligibility at their initial inquiries using the income calculator in MOWINS.
5. The LA may publish the specific income guidelines as part of their outreach efforts.

3.1.040 WIC Applications Access, User IDs, Passwords and Security

Authority: 2008 7 CFR 246.26(d)

Issued: 01/1993

Revised: 10/2022

Policy:

To maintain proper security and participant confidentiality, each individual who accesses any WIC data system must have their own user identification (user ID) and password.

Local agency (LA) staff are prohibited from sharing individual user IDs and passwords or using user IDs and passwords that are not their own. In the event an individual’s user ID and password is compromised, the LA will be held responsible for the violation and the sanction guidelines outlined below will be followed.

LA staff shall log out of WIC applications when away from a shared computer or when another person will be working at their computer. LA staff shall activate a password protected screen saver before leaving their computer.

An Automated Security Access Processing (ASAP) form for new employee Missouri WIC Information Network System (MOWINS) access shall not be submitted until the MOWINS Security Training is complete.

LA administrator or WIC coordinator shall ensure an ASAP form is submitted to delete all WIC access on the last day of employment when an individual no longer needs WIC access or if employment is terminated for any reason.

Procedures:

1. LA staff shall complete an ASAP request form to gain, change or remove access to WIC data, MOWINS, WIC electronic reports, web-based Local Agency Plan (LAP), web-based WIC Online Invoicing or additional data systems.
   1. Retain a copy of all ASAP requests for three (3) years in a central file for monitoring purposes.
2. User IDs and passwords are an important aspect of computer security. All LA staff, contractors, subcontractors and any other temporary staff person or person(s) with access to any WIC application(s) must have unique user IDs and personal passwords. All staff and contractors need to comply with the following:
   1. Be responsible for all information entered and functions performed for the entire period they are logged on.
   2. Exercise all security requirements to protect integrity and confidentiality.
   3. Not share their user ID and password with any individual or use another individual’s user ID or password.
   4. Take all precautions and efforts necessary to protect the visual observation of their user ID and password when entered into all WIC applications.
3. When a security violation occurs the state agency (SA) shall utilize the guidelines below. The SA reserves the right to impose stricter sanctions based on the severity of the security violation.
   1. First offense: The SA will contact the LA administrator by phone and issue a warning letter to explain the suspected security violation. The SA will summarize the conversation in an email for documentation purposes.
      1. The LA must provide a corrective action plan (CAP) within 15 calendar days after receipt of the written warning and the corrective action plan must be implemented once approved by the SA. All WIC staff shall complete a mandatory security training as part of the CAP.
      2. The SA recommends that the violator be disciplined according to the LA’s policy.
   2. Second offense: The procedure for the first offense will occur again. In addition, the violator’s access shall be revoked until CAP completion.
      1. A fine of $100 may be imposed, which shall be paid within 30 days using non-WIC funds. Failure to pay the fine may result in the withholding of the monthly WIC administrative cost reimbursement until payment is made.
   3. Third offense: The procedure for the first offense will occur again. In addition, the agency’s or violator’s access to the specific system or all systems will be revoked for up to 30 days.
      1. A fine of $250 may be imposed, which shall be paid within 30 days using non-WIC funds. Failure to pay the fine may result in the withholding of the monthly WIC administrative cost reimbursement until payment is made.
4. When a User ID is compromised or hacked the following will occur:
   1. If LA staff or a subcontractor suspects that a theft, breach or exposure of WIC data or PII has occurred, they must immediately provide a description of the incident via email to the agency assigned SA technical assistants and WICHelpDesk@health.mo.gov, or by calling the MOWINS Help Desk at 800-554-2544. This email address and phone number are monitored by state agency staff who will inform the Office of Administration Information Technology Services Division (ITSD) team.
   2. In a situation where the LA has been hacked and user IDs compromised, all user IDs will be inactivated and new user IDs issued by completing an ASAP request. The ASAP request is the only mechanism to issue new user IDs.

3.1.050 Certification and Appointment Backup Forms

Authority: 2019 7 CFR 246.7(i)

Issued: 10/2009

Revised: 02/2020

Policy:

When the Missouri WIC Information Network System (MOWINS) or computer equipment fails, the local agency (LA) shall use the backup forms provided by the state agency (SA) to collect the minimum required demographic, income assessment, nutrition assessment, nutrition education, food prescription information, and signatures.

Procedures:

1. When MOWINS or computer equipment fails during certification, the LA shall:
   1. Perform the screening procedures to determine program eligibility by completing the WIC Proof of Eligibility (WIC-30) form.
      1. If the participant is found to be ineligible, notify the participant of ineligibility. Refer to 8.1.170.
      2. If the participant is found to be eligible, review the WIC Participant’s Rights and Responsibilities (WIC-10) form and obtain the appropriate signature.
   2. Complete the certification using the WIC Certification – Women (WIC-1) or WIC Certification – Infants and Children (WIC-2) forms according to program category.
   3. Provide the participant explanation. Refer to 8.1.080
2. When MOWINS or computer equipment fails during food benefit issuance or nutrition education, the LA shall:
   1. Provide the nutrition education contact, as scheduled.
   2. Document the nutrition education topic(s) provided and complete the address portion of the WIC Nutrition Education backup form.
3. Advise the authorized representative or proxy the LA will contact them when benefits may be issued.
4. When MOWINS or the computer equipment is restored:
   1. Enter the data collected on the backup forms in MOWINS. Observe separation of duties requirements. Refer to 8.1.030.
   2. Scan the signed WIC Participant’s Rights and Responsibilities (WIC-10) form in MOWINS.
   3. Make an appointment for the participant to return to receive benefits.

3.1.060 Use of Text Messaging, Mass Messaging and Chat

Effective: 10/2025

Issued: 05/2024

Authority references: 2024 7 CFR 246.9(k)(4); 246.26(d)(1); WIC policy memo 2002- 2; WIC policy memo 2023-5; RSMo 37.070, 610.023 and 610.023; Privacy Act of 1974; Telephone Consumer Protection Act

Policy:

Local agencies (LA) may use third-party software and technology solution(s) or tools, approved and/or funded by the state agency (SA), to send emails, text messages, mass messages or two-way chat to promote WIC services and convey information about the WIC program to WIC participants.

All communication sent electronically by an LA to a WIC participant must protect the confidentiality of a WIC participant’s personal identifiable information (PII) and protected health information (PHI) from unauthorized disclosure. The LA must obtain consent from the WIC participant, authorized representative or alternate representative when using electronic methods of communication. Refer to policy 8.1.010.

Procedures:

1. Consent and confidentiality.
   1. At initial certification and upon change of telephone number or change of authorized representative, the LA shall ask the WIC applicant, participant, authorized representative or alternate representative consent to send text messages.
   2. The initial message sent by an LA shall include a simple option for the recipient to opt out of future messages.
      1. An initial message is not required if the system (e.g., Teletask) performs this step automatically.
         1. The participant, authorized representative or alternate representative may reply “STOP” to block incoming messages.
2. Use of WIC messaging tools.
   1. The LA shall use the SA-provided guidelines when sending texts or mass messages related to WIC. Refer to the WIC Messaging Toolkit.
   2. The LA must adhere to policy 11.1.020 when using WIC messaging tools.
3. Permitted use.
   1. All message content sent through an SA-funded messaging tool shall be directly related to the WIC program and services. Refer to the WIC Messaging Toolkit.
   2. The LA shall only initiate messages to current WIC participants for the purpose of engaging in WIC services.
   3. The LA shall only send messages with web links:
      1. To provide approved nutritional education or breastfeeding support post-certification appointment.
      2. Upon request by the participant.
      3. As a mass message to engage a broader participant audience to set up appointments or as an invitation to participate in a class or a WIC survey.
   4. LAs shall provide nutrition services and education in accordance with the approval of remote service plans. Refer to policies 2.4.110 and 8.1.280.
4. Prohibited use.
   1. LAs shall refrain from initiating messages outside of normal business hours or after 8 p.m. Central time, except in cases where the LA needs to relay communication impacting WIC appointments or services.
   2. The messaging tool should not be used to conduct two-way text or chat communication about changes or adjustments to a participant's food package.
      1. Changes to a participant’s food package will require further discussions with a CPA or nutritionist. Refer to the WIC Messaging Toolkit and policy 2.4.110.